Executive Assistant to the Vice President of Enrollment Management

Executive Leadership and Division Operations:

• →Provide confidential, executive-level administrative and analytical support to the Vice President of Enrollment Management and the Division of Enrollment Management.
• →Independently manage the Vice President’s complex calendar and provide designated calendar support to the Director of Student Systems and Operations, exercising judgment in prioritizing commitments and resolving conflicts.
• →Serve as a primary liaison between the Vice President, Enrollment Management leadership, university departments, campus constituencies, systemwide offices, and external stakeholders.
• →Anticipate executive needs and gather, analyze, and synthesize information to support meetings, planning, and executive decision-making.
• →Prepare and coordinate executive briefings, reports, presentations, correspondence, and other complex or confidential materials.
• →Coordinate division-wide and systemwide meetings, committees, events, and initiatives involving multiple departments and university partners. 
• →Participate in Vice President Executive Assistant (VPEA) meetings, represent divisional interests as appropriate, and coordinate communication and follow-through on matters affecting Enrollment Management.
• →Monitor emerging divisional issues and priorities, elevate significant matters to the Vice President, and facilitate appropriate follow-through.
• →Represent the Vice President’s Office in meetings, committees, and university activities as assigned.
• →Serve as the lead administrative coordinator for the Division of Enrollment Management, providing primary administrative coordination and support to the Director of Student Systems & Operations and the Registrar’s Office, Office of Admissions, Outreach, and Financial Aid & Scholarships. Coordinate administrative activities, priorities, communications, and operational needs across these areas.

Confidential Personnel, Employee Relations, and Organizational Support:

• →Gather, research, and analyze information related to confidential personnel, employee relations, grievances, contractual matters, and organizational issues to support management decision-making.
• →Research, interpret, and communicate applicable university, CSU, and contractual personnel policies and procedures to support consistent management practices.
• →Serve as a liaison with Human Resources, Payroll, Talent Acquisition, Classification and Compensation, and other university offices on confidential personnel and organizational matters.
• →Coordinate and track sensitive personnel actions, including position descriptions, classification actions, probationary reviews, performance evaluations, transfers, and employee relations matters.
• →Partner with managers to identify staffing and organizational needs and coordinate with appropriate university resources to support effective operations.
• →Provide managers with relevant information, analysis, and available options regarding sensitive personnel and organizational matters.

Policy Analysis, Administrative Operations, and Problem Resolution:

• →Independently research, interpret, and apply university, CSU, divisional, and applicable contractual policies and procedures to complex or nonstandard administrative matters.
• →Analyze and investigate administrative and operational issues with divisional impact and recommend appropriate courses of action.
• →Resolve or facilitate resolution of complex and sensitive matters by identifying applicable requirements, resources, and appropriate university partners.
• →Review agreements, contracts, memoranda, personnel documents, and other complex materials for completeness, accuracy, and compliance with applicable requirements.
• →Coordinate executive review, approval, and signature processes for documents requiring Vice President action.
• →Develop and maintain administrative procedures, tracking mechanisms, records, and systems that support accountability, confidentiality, compliance, and operational effectiveness.
• →Maintain confidential records and documentation consistent with applicable retention, access, and information-management requirements.
• →Identify and recommend improvements to administrative processes, procedures, and workflows to strengthen efficiency, consistency, compliance, and service delivery.
• →Coordinate complex projects and assignments requiring independent judgment, research, analysis, and collaboration across university offices.
• →Coordinate administrative operations for the Vice President’s Office, including purchasing, travel, equipment, and other designated operational needs.
• →Prepare and coordinate required executive administrative documentation, including absence management and designated travel documentation, in accordance with university requirements.

Work Direction, Coordination, and Staff Support:

• →Provide lead work direction to the Budget Analyst II and the Administrative Assistant supporting the Associate Vice President for Strategic Initiatives, Enrollment Engagement, and Educational Partnerships.
• →Coordinate assigned work, provide guidance, monitor completion, review work against established standards, and identify training needs for designated staff.
• →Coordinate administrative priorities and projects with directors, managers, department heads, and administrative staff across Enrollment Management.
• →Provide guidance and training regarding university systems, policies, procedures, and administrative processes.
• →Monitor division-wide administrative requirements and facilitate timely completion and follow-through. 
• →Provide administrative guidance and support to designated Enrollment Management staff in resolving operational issues and navigating university processes.

• Bachelor's Degree - or professional training appropriate to the position and directly related work experience, or a combination of education and experience that demonstrates the ability to perform the essential functions of the position.
• Four (4) years of Progressively responsible administrative and/or professional experience involving the application of policies and procedures, research, analysis, problem solving, and preparation of recommendations or reports.
• Experience must demonstrate the ability to perform the essential functions of the position.
• Working knowledge of the principles and practices of organization, administration, and management.
• Ability to interpret and apply policies, procedures, guidelines, and applicable contractual provisions to varied and nonstandard situations.
• Ability to independently analyze administrative, personnel, and organizational issues and develop practical and thorough solutions.
• Ability to perform research, gather and analyze information, and prepare clear, concise reports, correspondence, recommendations, and other complex documents.
• Ability to exercise sound judgment, discretion, and confidentiality when handling sensitive personnel, employee relations, and organizational matters.
• Ability to work relatively independently, organize and prioritize multiple assignments, and meet established deadlines.
• Ability to identify problems, evaluate available information and alternatives, and recommend appropriate courses of action.
• Ability to communicate effectively, both orally and in writing, and use effective listening and interpersonal skills when working with employees, managers, university leadership, and external representatives.
• Ability to establish and maintain effective working relationships across organizational levels and appropriately handle sensitive situations.
• Ability to coordinate work activities, establish priorities, provide guidance, review work against established standards, and identify training needs for designated staff.

• Four to six years of progressively responsible professional experience in an administrative role with duties relating to finance, human resources, travel, etc.
• Four (4) years of experience providing lead work direction, coordinating work, and/or supporting the activities of staff.
• Work experience in a higher education environment, preferably in a Vice President's or Dean's Office.
• Strong listening, interpretive, and interpersonal skills
• Familiarity with academic policies
• Familiarity with the field of Enrollment Management

Out of State Work

The California State University (CSU) system is a network of twenty-three public universities providing access to a quality education through the support of California taxpayers. Part of CSU’s mission is to prepare educated, responsible individuals to contribute to California’s schools, economy, culture, and future. As an agency of the State of California, the CSU’s business operations almost exclusively reside within California. The CSU Out-of-State Employment Policy prohibits hiring employees to perform CSU-related work outside California. For more information, go to the California State University Out-of-State Employment Policy.

Background Check

Cal Poly Pomona will make a conditional offer of employment to final job candidates, pending the satisfactory completion of a background check (including a criminal records check). The conditional offer of employment may be rescinded if the background check reveals disqualifying information, and/or it is discovered that the candidate knowingly withheld or falsified information. In determining the suitability of the candidate for the position, Cal Poly Pomona will give an individualized assessment to any information that the applicant submits for consideration regarding the criminal conviction history such as the nature, gravity and recency of the conviction, the candidate’s conduct, performance or rehabilitation efforts since the conviction and the nature of the job applied for. For more information, go to the California State University Background Check Policy.

Education Code 89521 Requirements

Applicants will be required to disclose whether they have received a final administrative decision or final judicial decision determining that they have committed sexual harassment within the last 7 years only after a determination is made that they meet the minimum qualifications for the position, and before an offer of employment is extended. Applicants who reach the final stages of the application process must also sign a release form that authorizes the release of information by the applicant’s current and/or former employers to the CSU concerning any substantiated allegations of misconduct.

CSU Classification Salary Range

This position is part of the Confidentials unit C99. The CSU Classification Standards for this position are located on the CSU Classification Standards website.The CSU Salary Schedule is located on the CSU Salary Schedule website. The classification salary range for this position according to the respective skill level is: minimum $4,687 and maximum $11,223 per month. Please refer to the anticipated hiring range for the appropriate salary rate for this particular position.

Employment Eligibility Verification

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification form upon hire. For more information, go the I-9 Acceptable Documents website.

University Driving Requirement

Positions that require driving for university business by using a personal or state vehicle must comply with the Authorized University Driver Policy. Driving records are monitored and evaluated by the Risk Management Department. The Risk Management Department evaluates a good driving report based on the following criteria. The driver must: 1. Have a valid California or other State Driver’s license. 2. Have no more than 3 motor vehicle violations or been the cause of 3 accidents in a 12-month period (or any combination of 3 thereof) 3. Not have more than 3 DMV Points, if their license is Class C or, 4. Not have more than 5 DMV Points, if their license is Class A, B, or C with endorsements. For more information, go to the Authorized University Driver Policy.

Conflict of Interest

This position is a “designated position” in the California State University’s Conflict of Interest Code. The successful candidate accepting this position is required to file financial interest disclosure forms subject to state regulations. For more information, go to the Conflict of Interest policy.

Security & Fire Safety

In compliance with state and federal crime awareness and campus security legislation, including the Jeanne Clery Campus Safety Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), Cal Poly Pomona’s Annual Security Report and Annual Fire Safety Report are available for viewing at Cal Poly Pomona’s Annual Security Report and Cal Poly Pomona’s Annual Fire Safety Report.

Pay Transparency Nondiscrimination

As a federal contractor, Cal Poly Pomona will not discharge or in any other manner discriminate against employees or applicants because they have inquired about, discussed, or disclosed their own pay or the pay of another employee or applicant. For more information, see the Pay Transparency Nondiscrimination Provision poster.

Reasonable Accommodation

We provide reasonable accommodations to applicants and employees with disabilities. Applicants with questions about access or requiring a reasonable accommodation for any part of the application or hiring process should contact the ADA Coordinator by email at ADACoordinator@cpp.edu. For more information, go to Employment Notices.

Equal Employment Opportunity

Consistent with California law and federal civil rights laws, Cal Poly Pomona provides equal opportunity in employment without unlawful discrimination or preferential treatment based on race, sex, color, ethnicity, or national origin. Our commitment to equal opportunity means ensuring that every employee has access to the resources and support they need to thrive and succeed in a university environment and in their communities. Cal Poly Pomona complies with Title VI of the Civil Rights Act of 1964, Title IX of the Education Amendments of 1972, the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act, the California Equity in Higher Education Act, California’s Proposition 209 (Art. I, Section 31 of the California Constitution), other applicable state and federal anti-discrimination laws, and CSU’s Nondiscrimination Policy. We prohibit discriminatory preferential treatment, segregation based on race or any other protected status, and all forms of discrimination, harassment, and retaliation in all university programs, policies, and practices.

As a federal contractor, Cal Poly Pomona complies with the Vietnam Era Veterans’ Readjustment Assistance Act (VEVRAA) and requests priority referral of protected veterans for our job openings.

Other Notices

For other important employment notices, we invite you to visit Cal Poly Pomona’s Employment Notices web page.

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Advertised: Oct 23 2026 Pacific Daylight Time
Applications close: Nov 06 2026 Pacific Standard Time

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